Privacy policy
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Who we are?
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Sollitics BV (“Sollitics”, “we”, “us” or “our”) is committed to protecting your privacy and processing your personal data in a transparent and lawful manner. We are a data controller responsible for the processing of your personal data.
Sollitics BV
Ottergemsesteenweg 439
9000 Gent
Belgium
Company number: BE0779.246.332
Email: info@sollitics.com -
This Privacy Policy provides information about the processing of personal data in connection with our website. For information about the processing of personal data in connection with our services, please refer to the applicable agreements and privacy information provided in connection with those services. Our Website, sollitics.com, is owned and managed by Sollitics. Information about third parties that may process personal data in connection with our website is provided in Article 5 of this Privacy Policy.
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The processing of personal data in connection with our services may be subject to additional agreements and information provided in the context of our services.
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If you have any questions about this Privacy Policy or the processing of your personal data, or if you wish to exercise your rights, please contact us at info@sollitics.com
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Which personal data do we process and why?
Personal data means any information relating to an identified or identifiable natural person. A person may be identifiable, directly or indirectly, by reference to information such as a name, identification number, location data, online identifier, or one or more factors specific to that person.
We only collect and process personal data that is necessary for the specific purposes for which it is collected. We limit the amount of personal data we collect to what is adequate, relevant, and necessary in relation to those purposes, in accordance with the principle of data minimization under the GDPR.
If indicated that certain personal information is required, we need that information strictly to process and respond to your request. If you do not provide us with the required information, we may not be able to handle your request or provide the requested service. Other information is optional.
We collect and process your personal data through our website for the following purposes:
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Contact requests
When you contact us through (a form on) our Website, we process the personal data you provide to handle your request, respond to it, and if relevant, to follow up on it.
When you contact us through our Website, we may process your name, business contact details (e-mail address and telephone number), company information, and any personal data you choose to include in your message.
Please do not provide special categories of personal data or other sensitive information unless this is necessary for your request.
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VIM Quick Check requests
When you request a VIM Quick Check through our Website, we process the personal data you provide through the request form to handle your request, contact you about the Quick Check and follow up on your request.
Via a VIM Quick Check, we process the information requested in the form, such as your name, business email address, and any information you choose to include in your message.
This section concerns the request submitted through our website. The processing of data subsequently provided in the context of performing the VIM Quick Check is part of our services and is not covered by this Website Privacy Policy.
Submitting a VIM Quick Check request does not automatically subscribe you to our newsletter or other general marketing communications.
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Newsletter and marketing communications
If you subscribe to our newsletter or otherwise consent to receiving marketing communications through our Website, we use the contact information you provide to send you relevant news, insights, invitations and information about Sollitics and our services. This includes your name, e-mail address, and, if relevant, your communication preferences.
You can withdraw your consent at any time using the unsubscribe option provided in our communications or by contacting us. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
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Website operation, security and technical data
When you use our Website, certain technical and usage data may be processed where necessary for the operation, security and maintenance of our Website.
This may include your IP address, browser and device information, operating system, referring website, pages visited, date, time and duration of your visit to our Website and other technical details of the connection.
This information may be used for the technical functioning of our Website, detecting technical issues, security, fraud prevention, and improving our Website.
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Website analytics and business visitor identification
We may use technologies to gain insight on how our Website is used and, where applicable, to identify organizations that visit our Website. This information helps us understand interest in our services and improve our B2B sales and marketing activities.
Where information has been irreversibly anonymized so that it can no longer be linked to an identified or identifiable natural person, it is no longer personal data for the purposes of the GDPR.
Where cookies or similar technologies require your consent, they will only be used in accordance with the choices you make through our cookie consent mechanism. For further information, please refer to our Cookie Policy.
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Legal obligations and legal proceedings
We may process personal data where necessary to comply with legal obligations or to establish, exercise or defend legal claims.
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Contact requests
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What are the legal bases for processing personal data?
We only process personal data where we have a valid legal basis under applicable GDPR. Depending on the purpose of the processing, we rely on one or more of the following legal grounds:
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Pre-contractual measures or performance of a contract
When you contact us to request information about our services or submit a VIM Quick Check request, we process the information necessary to respond to and handle your request. Depending on the nature of the request, this processing is based on steps taken at your request prior to entering into a contract or on our legitimate interest in responding to and managing business enquiries.
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Consent
When required, we rely on your consent, including for certain marketing communications and the use of non-essential cookies or similar technologies.
When processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before your consent was withdrawn.
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Legitimate interests
We may process personal data where this is necessary for our legitimate interests, provided that these interests are not overridden by your interests, rights or freedoms.
These legitimate interests may include:
- operating, securing and improving our website;
- responding to and managing business enquiries;
- understanding how organizations interact with our website;
- developing and maintaining relevant B2B business relationships;
- preventing fraud and misuse;
- establishing, exercising or defending legal claims.
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Legal obligations
We may process personal data where this is necessary to comply with a legal obligation to which Sollitics is subject.
We will not use your personal data collected through our Website for purposes that are incompatible with the purposes described above, unless permitted or required by applicable law.
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Pre-contractual measures or performance of a contract
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How long do we retain personal data?
We do not retain your personal data longer than necessary for the purposes for which it was collected or otherwise processed. Where it is not possible to determine a specific retention period in advance, we determine the appropriate retention period based on the purpose of the processing, the nature of the personal data, our relationship with you, and applicable legal requirements.
The applicable retention period is determined taking into account, among other things:
- The purpose for which the personal data is processed;
- The nature of the personal data;
- The nature and duration of the relation with the data subject;
- Statutory retention obligations;
- Contractual obligations;
- Applicable limitation periods;
- The need to establish, exercise or defend legal proceedings.
As a guideline, we apply the following retention periods:
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Contact requests
A maximum of 12 months, after the last substantive communication, unless a longer retention period is necessary, for example because of the request results in a business relationship or contract;
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VIM Quick Check requests
A maximum of 12 months after the request has been handled if no further services or business relationships arise from it. If the requests results into a contract or services, the data may be retained for a longer period in accordance with the retention periods applicable to that relationship;
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Customer and contractual data
For the duration of the contract and thereafter for as long as reasonably necessary for administrative purposes, evidentiary purposes and handling of (potential) legal proceedings;
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Invoicing and accounting data
10 years in accordance with the applicable Belgian legal and tax requirements;
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Newsletter and marketing
This will be retained until you unsubscribe, withdraw your consent or we do not longer have a legitimate interest in processing the data for this purpose;
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Technical data
This will only be retained for a long as necessary for the operation, security, troubleshooting, incident management and protection of our systems;
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Legal proceeding
This will be retained for longer where this is necessary for the establishment, exercise or defense of legal claims, and for the applicable limitation period or for as long as a dispute may reasonably continue.
Once the applicable retention period has expired, personal data will be deleted or, where appropriate, anonymized.
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Your rights as an individual
Under applicable data protection law, you have certain rights regarding your personal data. These rights may be subject to conditions and limitations provided by law.
To exercise any of these rights, please contact us in accordance with Article 1 of this Privacy Policy. We will respond to your request without undue delay and, in any event, within one (1) month of receiving your request. Where permitted by law, this period may be extended by up to two (2) further months, taking into account the complexity and number of requests. If an extension is necessary, we will inform you within one (1) month of receiving your request and explain the reasons for the delay.
We may request additional information where necessary to verify your identity and prevent personal data from being disclosed to the wrong person.
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The right to access
You have the right to obtain confirmation as to whether we process personal data concerning you and, where we do, to obtain access to that personal data and the information required by applicable data protection law.
You also have the right to obtain a copy of the personal data undergoing processing. The first copy will be provided free of charge. For additional copies, we may charge a reasonable fee based on administrative costs. This right must not adversely affect the rights and freedoms of others.
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The right to rectification
You have the right to have inaccurate personal data concerning you corrected without undue delay. Taking into account the purposes of the processing, you also have the right to have incomplete personal data completed.
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The right to erasure
Under certain circumstances, you have the right to request the deletion of your personal data, including where:
- the personal data is no longer necessary for the purposes for which it was collected or processed;
- you withdraw your consent and there is no other legal ground for the processing;
- you object to the processing and there are no overriding legitimate grounds for continuing the processing;
- you object to processing for direct marketing purposes;
- your personal data has been unlawfully processed;
- the personal data must be erased to comply with a legal obligation.
The right to erasure is not absolute. We may continue to process personal data where permitted or required by law, including where processing is necessary to comply with a legal obligation or to establish, exercise or defend legal claims.
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The right to restrict processing
Under certain circumstances, you have the right to request that we restrict the processing of your personal data, including where:
- you contest the accuracy of the personal data, for the period necessary for us to verify its accuracy;
- the processing is unlawful and you request restriction instead of deletion;
- we no longer need the personal data for the purposes of processing, but you require it for the establishment, exercise or defense of legal claims; or
- you have objected to processing, pending verification of whether our legitimate grounds override yours.
Where processing has been restricted, we may, apart from storing the data, process it only with your consent or where otherwise permitted by applicable data protection law. We will inform you before a restriction on processing is lifted.
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The right to data portability
Where processing is based on your consent or on a contract and is carried out by automated means, you have the right to receive the personal data you have provided us in a structured, commonly used and machine-readable format.
Where technically feasible, you may also have the right to have that personal data transmitted directly to another controller. This right must not adversely affect the rights and freedoms of others.
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The right to object to processing
Where we process your personal data based on our legitimate interests, you have the right to object to that processing at any time on grounds relating to your particular situation.
If you object, we will stop processing the relevant personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights or freedoms, or unless the processing is necessary for the establishment, exercise or defense of legal claims.
Where your personal data is processed for direct marketing purposes, you have the right to object at any time. If you object, we will no longer process your personal data for direct marketing purposes.
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The right to withdraw consent
Where processing is based on your consent, you have the right to withdraw that consent at any time. The withdrawal of consent does not affect the lawfulness of processing carried out before your consent was withdrawn.
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The right to lodge a complaint
If you believe that the processing of your personal data infringes applicable data protection law, you have the right to lodge a complaint with a competent supervisory authority, in particular in the EU Member State of your habitual residence, place of work or the place of the alleged infringement.
In Belgium, the competent supervisory authority is:
Gegevensbeschermingsautoriteit / Autorité de protection des données (Data Protection Authority)
Drukpersstraat 35 / Rue de la Presse 35
1000 Brussels BelgiumThe Belgian DPA provides its current complaint procedure through its official website.
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The right to access
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With whom may your personal data be shared?
We may engage external service providers for certain activities. Depending on how you use our website, these may include providers of:
- hosting and technical infrastructure;
- website management and maintenance;
- forms and data storage;
- e-mail and communications;
- backup and security;
- IT support;
- website analytics;
- B2B visitor identification;
- other supporting business activities.
Where a service provider processes personal data on behalf of Sollitics, it will, where required, be appointed as a data processor, and appropriate arrangements will be put in place in accordance with applicable legislation.
Our website is hosted by Sidekick NV, Veldkant 33A, 2550 Kontich, Belgium, company number 0669.636.926.
Our Website may contain links to third-party websites and social media platforms. If you follow such a link, the relevant third party may process personal data about you in accordance with its own privacy policy.
We are not responsible for the processing of personal data independently carried out by such third parties. We recommend reviewing their privacy information before using their services.
We may transfer all or part of its business, activities or assets, for example in the context of a merger, acquisition, restructuring, sale of activities or other corporate transaction.
In the context of such a transaction, personal data that is necessary for the continuity of the relevant activities may be transferred to an acquiring party or another party involved in the transaction.
Any such transfer will only take place where necessary and lawful and in accordance with applicable data protection and confidentiality requirements.
Where appropriate and necessary, measures may be taken such as:
- restricting access to personal data;
- pseudonymizing or anonymizing data;
- entering into appropriate confidentiality obligations;
- entering into appropriate data protection agreements.
If the identity of the data controller, the purposes of processing or other relevant aspects of the processing change as a result of such a transaction, the relevant individuals will be informed where required by applicable legislation.
Where consent is required for a specific processing activity, such consent will be obtained in accordance with applicable legislation.
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International transfers
Certain service providers we use may process personal data outside the European Economic Area (“EEA”). Where personal data is transferred to a country outside the EEA, we ensure that the transfer takes place in accordance with applicable data protection law. When required, we rely on an adequacy decision adopted by the European Commission or implement appropriate safeguards, such as the European Commission’s Standard Contractual Clauses.
You may contact us using the contact details provided in Article 1 if you would like further information about the safeguards applicable to transfers of your personal data.
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Technical and organizational measures
We take appropriate technical and organizational measures (TOM’s) to protect personal data against loss, destruction, alteration, unauthorized access, disclosure or any other form of unlawful processing. The measures are tailored to the nature, scope, context, and purposes of the processing and to the risks to the rights and freedoms of individuals.
Depending on the specific processing activity, these measures may include:
- Access controls and restricted access;
- Individual user accounts and appropriate authentication measures;
- Security of devices, systems and digital accounts;
- Software and security updates;
- Measures against malware, unauthorized access and other cybersecurity risks;
- Backups and recovery capabilities;
- Confidentiality obligations for persons with access to personal data;
- Procedures for reporting and handling security incidents and personal data breaches;
- Periodic review of access rights;
- Security requirements for external service providers;
- Appropriate contractual and organizational arrangements with processors;
- Periodic review and updating of security measures.
For security reasons, specific security measures cannot be disclosed in full publicly. We regularly evaluate our TOMs and update them where necessary or appropriate in light of technological, organizational or legal developments.
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Cookies
Our Website uses cookies and similar technologies. For more information about the cookies we use, their purposes and your choices, please refer to our Cookie Policy.
Where consent is required for the placement or reading of certain cookies, these cookies will only be used after you have given your consent, in accordance with your cookie preferences.
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Amendments and updates
We may update this Privacy Policy from time to time, for example to reflect changes to our Website, our processing activities or applicable legal requirements. The most recent version will always be available on our website. Where appropriate, we will inform you separately of material changes or when this is legally required.
Last updated: October 2026.